WOCN Society Region & Affiliate Leadership Workshop

2. WOCN SocietyRegion & Affiliate Leadership Workshop June 9, 2012 Westin Hotel, Charlotte, NC

3. Organizational Structure & Governance

4. Obtain an understanding of the WOCN National Office organizational structure and Governance Obtain an understanding of the region and affiliate connection Understand various elements of financial management Identify key elements to negotiate hotel contracts and determine appropriate conference locations Obtain Wound Treatment Associate Program Overview Leadership WorkshopObjectives

5. WOCN National Office Association Headquarters http://www.associationheadquarters.com

6. Board of Directors Susan Nelson Susan Nelson Chief Relations Officer Chief Relations Officer Nicolette Nicolette Zuecca Zuecca Executive Director Executive Vice President Vincent Gangemi Heather Martinek Assistant Executive Director Assistant Executive Director Debi Maines Chris Brown Chris Brown Director of Meetings Exhibit Manager Senior Exhibits Manager Becky Dryden Publications/Website Manager Chrissy Kissinger Committee Liaison Manger Brooke Bilofsky Asst. Mtg. Coordinator Emily Fest Membership Coordinator Admin Asst TBD Sarah Penn Marketing Coordinator Caroline Olsen TBD Registration Coordinator MARCOM Marketing Kim Karagosian EduPro Education Director Dorothy Caputo Bryan Cave Strategies Government Relations Chris Rorick Lippincott Williams JWOCN Mikel Gray Univ. of Minnesota CCI Donna bliss

7. Operations vs. GovernanceIs There a Difference?

8. A policy is any written statement approved by the board or by the membership that: Articulates and defines important objectives, principles or values Limits or prescribes what kind of action will be taken in different situations Defines roles, responsibilities and authority OperationsPolicy & Procedure 1999 Non-Profit Sector Leadership Program Dalhousie University

9. Matters that relate to the functioning of the Board Policies that cannot be adopted or changed without approval of the membership at a general meeting GovernanceBy-Laws 1999 Non-Profit Sector Leadership Program Dalhousie University

10. Volunteer Protection Act of 1997 which limits the personal liability of Directors state that a volunteer cannot be sued as long as they are; Volunteer Insurance

11. The WOCN D&O policy provides 1 million per occurrence up to 2 million total. WOCN has an umbrella policy to the general liability policy which provides an additional one million above the two million dollar limit. Director’s & Officers Insurance(D&O)

12. WOCN has a Multi Peril Policy-Liability insurance for events (includes regions and affiliates). One million per occurrence up to two million dollars. To obtain event insurance coverage for your regional/affiliate Event Insurance

13. Region / Affiliate& National Connection

14. WOCN Member CenterRegion & Affiliate Resource Center

15. WOCN® Empowerment Section The members-only Empowerment section is designed to showcase various documents you can use to demonstrate your value as a WOC nurse.  The members-only Empowerment section is designed to showcase various documents you can use to demonstrate your value as a WOC nurse. 

16. WOCN Continuing Education Center (CEC) • Redesigning and rebranding Global learning Center to WOCN Continuing Education Center (CEC)

18. Region and AffiliateFinancial Management

19. Do not comingle funds Financial reports Two signatories Process for approval of expenses Annual audit Financial Best Practice

20. Budget Preparation ..\..\..\Regions-Affiliates\Policy & Procedure Manual\2012\Sample Budget.xlsx

21. The WOCN Society (including regions/affiliates) has been granted 501(c) 6 tax exemption status by the IRS. The IRS has designated WOCN Employer Identification Number 25-1251887 to be used when filing Form 990 or for proof of tax exemption. WOCN Headquarters submits an annual 990 Form, Return of Organizations Exempt from income tax on behalf of the Society and regions and affiliates. The WOCN Society is incorporated in the state of Illinois and is bound by the rules of that state. Tax Exemption

22. Year End Financial Report ..\..\..\Regions-Affiliates\Policy & Procedure Manual\2012\R&A Financial Form - Excel 01-17-11.xls

23. Region & Affiliate Conference & Marketing

24. 10 marketing tips to increase attendance at your regional event

25. Ask your speakers to announce their participation at your event to their communities (in person and online) Give them some short messaging to forward along (put in their email signature, post on their social networks, forward in an email, post on a bulletin, include in a facility newsletter, etc.) #1 Speaker Participation

26. #2 Create A Flyer • Create a flyer that members can post in their break room/nursing stations • Post on your regional site, email it to members, link to it on Facebook • Make it downloadable on your website (PDF or word doc)

27. Create a tri-fecta: social awareness, community involvement, and education. People might be more likely to join if they are part of an event that is giving back to the community and/or the WOCN Foundation #3 Tie a Cause w/Event

28. Ask your chapter members to invite 1 potential chapter member to your event Create an email for your members to forward to along to their Colleague #4 We Just Need 1

29. #5 “Call a Friend” Campaign • Ask some active regional members to participate in a “call a friend” campaign and personally invite them to the event It can even be a text message!

30. #6 Promote via Social Network

31. #7 Incentivize • “First 50 registrants receive a drink ticket to networking event.” • If you have any partners/sponsors, ask them to donate some products that can be raffled off or given to early bird registrants

32. Highlight different topics that are going to be spoken about and the speakers – not just that it’s your “annual regional event.” Promote these messages through social media, email blasts, your website “Hot topics” of the week/day leading up to your event #8 Be Specific about learning

33. #9 Pictures • Take pictures from previous events and post them on the WOCN national facebook page or your own. • Add a caption – “We can’t wait to see you at our upcoming event, INSERT DATES”

34. It boils down to the simple difference between “You” and “We.” You is music to the ears of your reader. We is self centered. Count the number of “you” and “we” in your event marketing messages – always make sure: You > We #10 You vs. We

35. Thank you Questions? Other ideas that have worked for your region?

36. Meeting Planning 101 – Site Selection and Contract Negotiations Debi Maines, CMP Senior Meeting Manager Association Headquarters

37. Before Site Selection Develop your budget: • Estimate your revenue • What can you spend for food and beverage? • Can you afford meeting space rental? • What is your maximum room rate?

38. Determine Your Venue Before You Send for Proposals: • Size – big hotel with large space • Downtown or airport hotel • Hotel with access to public transportation or free parking • Location, i.e. state, city • Limit Selection to 4 or 5

39. Profile of your organization Preferred dates including the pattern (Mon-Wed) History of previous meetings Number of rooms reserved (pickup) Food and Beverage Number of Attendees Locations Number, size and usage of meeting rooms Number and type of sleeping rooms Tentative program schedule Registration Area Range of acceptable sleeping room rates Dates and types of food and beverage needs Exhibits and other special events Audiovisual requirements Request for Proposal (RFP)

40. Locate the name and contact for the director of sales for your requested hotel(s). Once you have sent this (via email is the fastest) – follow up with a phone call to confirm they have it. Include a deadline date (approximately 2 weeks). Who to Send the RFP

41. Comparing your Proposals • Room rate – be sure to confirm the full rate (including taxes) • Meeting Space Costs – • Food & Beverage minimum • Any concessions: free parking, free internet, complimentary sleeping rooms

42. 10 Tips for Negotiation • Room rate: confirm net for lowest rate • Food & beverage: minimum will be before tax and gratuities. Confirm menu prices one year out (if signing short term, confirm in contract). Ask for discount if you pay within 30 days after the meeting.

43. Meeting space rental: reduce or ask this to be complimentary based on your food and beverage minimum. Block (number of sleeping rooms): build in a option to review the block 6 months out to reduce without penalty if needed. Attrition (fees charged when you don’t pick up all the contracted rooms): Never sign for more than 80% of your block. Add clause that if you pick up less than 80%, you will pay 70% of room rate on any unused room. Never pay 100% of the room rate for attrition. Resell and Audit Clauses: the hotel agrees to try and resell the rooms if you don’t pick up all the rooms in the block. Have hotel agree to run an audit of all booked rooms in the hotel against your registration list. You should receive credit for those rooms outside of your block. Complimentary Rooms: Standard is 1/50 – ask for 1/40. Tips for Negotiations

44. Over and above room: ask for at least one room over and above the 1/40 for a program chair, president or staff person. Complimentary internet: if hotel charges for internet, ask for this to be included with your rate as well as ask for complimentary internet in your meeting room. Exclusives: be sure you are not charged fees if you don’t use in house audiovisual as well as ask for a discount if you agree to use in house 10 Tips for Negotiation

45. Online program coming this summer...

46. ADJOURN

47. ©1999 Non-Profit Sector Leadership Program, Dalhousie University. References